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PORTLANDDIOCESE.ORG

Email - How to Connect

Table of Contents Email Access via a Web Browser ............................................................................................................................. 2

Email Client Setup ................................................................................................................................................... 3

Outlook 2007, 2010 & 2013 for Windows .......................................................................................................... 3

Outlook for Mac 2011 ......................................................................................................................................... 5

Mac OS X 10.6+ ................................................................................................................................................... 5

Android Smart Phone .......................................................................................................................................... 6

iPhone ................................................................................................................................................................ 7

Windows Smart Phone ....................................................................................................................................... 7

Spam Filter - Settings and Quarantine .................................................................................................................... 8

Recommended Settings & Quick Guides .............................................................................................................. 12

Turn off the default Outlook Junk email filter .................................................................................................. 12

Empty deleted items automatically .................................................................................................................. 13

Changing Your Email Password ......................................................................................................................... 14

Out of Office Assistant ...................................................................................................................................... 15

Add Religious Holidays ...................................................................................................................................... 16

Sharing Calendars ............................................................................................................................................. 17

Shared Calendar Permissions ........................................................................................................................ 18

Connection Status ............................................................................................................................................. 19

Outlook Web App Offline Access .......................................................................................................................... 19

Text Message Notifications ................................................................................................................................... 20

On-line Training - Links ......................................................................................................................................... 20

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Email Access via a Web Browser

In the address bar type: https://mail.portlanddiocese.org

Log in as shown to the right with your username

and password.

! If your primary access to email is via Outlook Web App please see page 19 for offline settings !

The domain portlanddiocese.org should be added to your trusted websites and pop-up blocking disabled for

the domain

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Email Client Setup

Outlook 2007, 2010 & 2013 for Windows

Follow the Add New E-mail Account Wizard (Outlook 2013 shown), three easy steps as shown below.

1) Enter your email address:

4 2) Authenticate to the server

You will be prompted for your login; the user name is your entire email address:

Fname.Lname@portlanddiocese.org

(The user name will be retained for future logins, however the ‘remember my password’ button may not work

so you will need to type your password every time you log on. This is by design)

3) Finished!

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Outlook for Mac 2011

Outlook 2011 is included with the MS Office 2011 business suite for Mac OS X. Setup is similar to Outlook for

Windows.

Mac OS X 10.6+

Beginning with Snow Leopard the native OS X Mail, Calendar and Address Book applications are Exchange

server compatible.

In system preferences, Mail Contacts & Calendars choose:

Microsoft Exchange

Enter your Name, complete portlanddiocese.org email

address and password. The account summary confirms

setup of the account and the Exchange email, calendar,

notes and address book can be added. Please note, using the native Mac software, there is no access to public

folders. OWA or MS Outlook 2011 for Mac must be used if you are using public folders

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Android Smart Phone

1 2 3

4 5 6

Note that because your email password is cached on the phone, your first sync will change the security

settings of your phone to require a password to access when the screen is locked

Fname.Lname@portlanddiocese.org

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iPhone

Note that because your email password is cached on the phone,

your first sync will change the security settings of your iPhone to

require a numerical password to access when the screen is locked.

Windows Smart Phone

PORTLANDDIOCESE

Jeff.smythe@portlanddiocese.org

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Spam Filter - Settings and Quarantine

When mail items are quarantined by the spam filter you will be sent a daily email summary of the latest items

in quarantine as shown below. Email left in quarantine will be automatically purged after 30 days. The

instructions for use are part of the summary shown below.

Anytime you want to check your SPAM

quarantine, change settings or perform a

search of your quarantined items, click the

link in the summary above or type URL

below in your web browser to login using

your email username and password.

9 http://mail.portlanddiocese.org:8000

Barracuda Quarantine Inbox and Search Function

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Barracuda Preferences > WhiteList / BlackList

Barracuda Preferences > Quarantine Settings

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Barracuda Preferences > SPAM Settings

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Recommended Settings & Quick Guides

Turn off the default Outlook Junk email filter Turn off the default Outlook junk mail filtering. The Barracuda spam firewall filters email more effectively and

with less confusion. To turn off Outlook Junk Email, via OWA choose settings (the gear) > options and then

block or allow. Check ‘Don’t move email to my Junk Email folder’ and click SAVE

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Empty deleted items automatically Please check ‘Empty Deleted Items folder when I sign out’

Using OWA this is found in options > settings as shown. You may have to scroll to the bottom of the various

options:

For Outlook 2013 see File > Options > Advanced and check ‘Empty the Deleted Items folder upon

existing’. In AutoArchive Settings, uncheck ‘Run AutoArchvie every 14 days’

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Changing Your Email Password

Your password can be changed by logging into Outlook Web App https://mail.portlanddiocese.org and

choosing the gear (settings) menu (upper right).

Password complexity must meet the following requirements:

Not contain the user's account name or parts of the user's full name that exceed two consecutive characters

Be at least seven characters in length Contain characters from three of the

following four categories: o English uppercase characters (A

through Z) o English lowercase characters (a

through z) o Base 10 digits (0 through 9)

o Non-alphabetic characters (for example, !, $, #, %)

! Please note that if your password has been typed incorrectly 3 times your account will lock out for 15 minutes. !

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Out of Office Assistant Allow you to set time and date as well as an internal and/or external sender reply.

Using Outlook Web App see settings (the gear) upper right then options > organize email:

See Tools > Out of Office Assistant in Outlook 2007 or Outlook 2013 this is File > Automatic Replies

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Add Religious Holidays Outlook 2007 you choose Tools > Options > Calendar Options then Add Holidays.

Outlook 2010 File > Options > Calendar

In addition to the United States Holidays (selected by default) if you scroll to the top you can select to

add Christian Religious holidays.

Please note, if you have previously selected to add US holidays, UNSELECT US Holidays before

choosing to add Christian Religious or you may get duplicate US Holidays.

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Sharing Calendars Outlook 2013

To share your calendar for view access, in the home tab choose Share Calendar.

A calendar invite is created and sent via email

Outlook Web App From your calendar choose SHARE in the top right of the screen.

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Shared Calendar Permissions

If you have previously given access to view your calendar, right click your calendar and choose

‘Permissions’. This is shown below using Outlook Web App:

Permissions can be removed or changed as shown:

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Connection Status If Outlook 2013 is open, the connection status to the server is shown on the bottom right, this should be self-

explanatory. ‘Connected’ as shown is the normal or good status.

Outlook Web App Offline Access

http://office.microsoft.com/en-us/support/using-outlook-web-app-offline-HA102828007.aspx

How do I turn on offline access?

1. To turn on offline access, select Settings at the top of the Outlook Web App window and select Offline settings.

2. Select Turn on offline access. 3. Select OK. Outlook Web App will walk you through the steps to set up and use offline access.

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Text Message Notifications Notifications can be sent as text messages for Calendar notifications and Email Inbox rules, this is set up using

OWA in settings (the gear) > options > phone

On-line Training - Links

Outlook Web App resources:

http://help.outlook.com/en-us/140/gg605090.aspx

MS Office Training:

http://office.microsoft.com/en-us/support/training-FX101782702.aspx

MS Outlook 2011 Training (for Mac)

http://mac2.microsoft.com/help/office/14/en-us/outlook/

Barracuda SPAM Firewall User Documentation:

https://www.barracuda.com/support/documentation